PRINT_SHOP_PAPER.pdf

INVITATION TO BID

24/25-68

PRINT SHOP PAPER

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: June 17, 2025

DEADLINE FOR QUESTIONS: June 23, 2025

RESPONSE DEADLINE: June 25, 2025, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

24/25-68

PRINT SHOP PAPER

I. Introduction II. Instructions to Bidders

III. Standard Instructions for Supplies, Materials & Equipment IV. Project Details V. Vendor Submissions

VI. Pricing Table

Invitation To Bid #24/25-68 Title: PRINT SHOP PAPER

1. Introduction

1.1. Summary

The Town of Manchester is soliciting bids for various types of paper for use in the Town’s Print

Shop. The Print Shop does the bulk of the printing for approximately thirty-five Town departments. The

Print Shop Supervisor keeps a variety of paper in stock at all times, and places orders for non-stock paper as needs arise. Bidders will be expected to deliver paper within three (3) business days after receipt of an order unless otherwise specified.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Division

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Finance

Department Head:

Kimberly Lord

Director of Finance

1.3. Timeline

Release Project Date June 17, 2025

Question Submission Deadline June 23, 2025, 4:00pm mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Bid Opening Date and Time June 25, 2025, 11:00am

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2. Instructions to Bidders

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. All Awards shall be made by the Purchasing Authority.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Wednesday, June 25, 2025

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. Standard Instructions for Supplies, Materials & Equipment

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

4. Project Details

4.1. PAPER

Paper must be able to run through two Lanier digital copiers (one black/white and one color), a

Ryobi model 3200 C D offset printer and AB Dick 8810 duplicator without wrinkling or jamming. The Town currently uses the types of paper described below, under the heading

Paper Specifications.

Bidders may bid on the identical brand and type of paper indicated or an alternate brand of equal quality and type.

Bidders may be asked to submit samples of paper for inspection by the Print Shop Supervisor to facilitate the award of the bid.

4.2. QUANTITIES

The Town does not guarantee minimum order quantities as needs of the Town departments are subject to change.

4.3. PRICING

Bidders shall submit a Distributor’s Price Book and terms of delivery for their entire product line.

Bidders shall indicate on their proposal form the appropriate column pricing or discount off of column pricing being offered to the Town.

The Town recognizes that prices are subject to change; however, the discount schedule shall remain firm for the contract period.

As new Distributor Price Books become effective, the contractor shall provide access to the Town.

All orders placed prior to the Town receiving an updated price book will be billed at the rate off of the price book used by the Print Shop Supervisor at the time the order was placed.

Bidder shall provide the specific catalog, manufacturer's price list, and/or website corresponding to the discount structure offered in an electronic format with their bid. Price lists must specify the brand name of the item, the part numbers and the date of the price list. You may upload your price list Vendor

Submissions.

Any price decrease from paper manufacturers or passed along to the vendor shall be passed through to the Town immediately.

4.4. DELIVERIES

All deliveries will be inside delivery to the Print Shop, located in the basement of Town Hall, 41 Center

Street, Manchester, CT.

There is a ramp at parking lot level and an elevator leading to the basement.

All deliveries will be made Monday through Thursday, between the hours of 9:00 am and noon, or between 1:00 pm and 4:00 pm.

No deliveries shall be made on Fridays.

4.5. FREIGHT

Bidders may indicate a minimum dollar amount per order, to one location, which will include inside delivery.

The Town will allow freight charges only on those orders that are below the minimum dollar amount.

The Town will not pay any additional charges for packaging materials, pallets, or for energy surcharges including fuel.

4.6. ORDERING

Orders will be placed for the paper best suited for each print job, as determined by the Print Shop

Supervisor. The Town will make every effort to order paper with the lowest delivered price; however the Town reserves the right to order paper, although not the lowest priced paper, when the Print Shop

Supervisor feels it is in the best interest of the Town to do so.

Orders will be placed by purchase order.

No substitutions will be allowed without prior approval of the Print Shop Supervisor.

4.7. RETURNS

No return fees will be charged to the Town for items ordered in error or for items shipped incorrectly by the vendor. Incorrect items will be picked up by the vendor without charge to the Town. Upon receipt of items, vendor will credit the Town the original invoice amount with no restocking fee.

Any rush delivery required as a result of the vendor’s error will not incur additional rush delivery charges.

4.8. PAPER SPECIFICATIONS

Brand Quantity Description

Nekoosa NCR

20# heavyweight in all grades, black imaging

25,000 sets 8.5 x 11” 3-part

5,000 sets 8.5 x 11” 4-part

15,000 sets 8.5 x 11” 20# white and colors, CB, CF

Nekoosa 3,000 100 lb. Test 11 x 17 Coated Dull White

Navigator 30,000 Multipurpose white 24 lb. 8.5 x 11”

32,500 Multipurpose white 24 lb. 11 x 17”

5,000 White, 60 lb. 11 x 17”

Wausau 25,000 20 lb. 8.5 x 11” Exact Multipurpose Colors

20,000 20 lb. 11 x 17” Exact Multipurpose Colors

5,000 24 lb. 8.5 x 11”Exact Brights

2,500 24 lb. 11 x 17” Exact Brights

4,000 65 lb. Cover 8.5 x 11”

18,000 67 lb. 8.5 x 11” Exact Vellum Bristol Cover

20,000 67 lb. 11 x 17” Exact Vellum Bristol Cover

4,000 110 lb. 8.5 x 11” Exact Index Colors

8,000 110 lb. 11 x 17” Exact Index Colors

Wausau 3 packs/100 Pressure Sensitive Fluorescent, packs of 100

Colors, 8.5 x 11”

House Brand 2,000 80 lb. 8.5 x 11” Business Card Cover

Neenah 10,000 24 lb. 8.5 x 11” Capitol Bond, bright white

Perfect laser

Roland HiTech by Cascades 35,000 24/60 lb. 8.5 x 14” White

4.9. CONTRACT TERM

The term of the contract shall be from Date of Award up to and including August 31, 2026.

Prices must be held firm during the original contract term.

The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

4.10. CONTRACT EXTENSION

The contract contains an option to extend on an annual basis beyond its original term for 5 additional one year periods.

The extension of the contract shall be at the same terms and conditions and upon mutual agreement between the Town and the Contractor, made approximately four (4) months prior to the date the contract is due to expire.

5. Vendor Submissions

5.1. Bid Requirements*

Did you read through the entire solicitation and confirm that you met all of the bid requirements therein?

☐ Yes

☐ No

*Response required

5.2. Addenda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required

5.3. Document Uploads

Please upload any required information in this section.

5.4. Vendor Information *

Please provide your Company Name

Your Company Address

Your Company's FEIN Number

Your Company's System Award Management Number (SAM)

Your Company's State Contractor License Number (if applicable)

Main Contact Name and Title

Telephone Number

Email Address

*Response required

5.5. Please provide the full name of the person who is authorized to sign contracts on behalf of the company in the event that your company is the successful bidder.*

*Response required

5.6. Please provide the email address of the person who is authorized to sign contracts on behalf of the company in the event that your company is the successful bidder.*

*Response required

5.7. Additional Brands Available*

Please list additional brands that you are offering.

*Response required

5.8. Effective date of price list.*

*Response required

5.9. Please indicate if you require a minimum order for free delivery.* *Response required

5.10. Delivery is of prime importance and may be a factor in awarding this bid.

Deliveries must be made within three (3) business days after receipt of order. Please specify your delivery time.*

*Response required

6. Pricing Table

PRINT SHOP PAPER

Please indicate case quantity in the column.

Line Item Description Quantity Unit of

Measure Unit Cost Total Quantity Per

Case

1 SPRINGHILL INDEX

COLOR, 8.5 X 11, 110

10 CASE

2 EXACT VELLUM

BRISTOL, 8.5 X 11, 67

10 CASE

3 SPRINGHILL VELLUM

BRISTOL, CVR, 8.5 X 11,

10 CASE

4 METRO UNCOATED

OFFSET, NY2009N, 8.5

X 11, 60-P, WHITE

10 CASE

PRINT SHOP PAPER DISCOUNTS

Please indicate price list effective date.

Line Item Description Unit of Measure Discount Price List

Effective Date

5 NEKOOSA Percentage

6 NAVIGATOR Percentage

7 WAUSAU Percentage

8 HOUSE BRAND Percentage

9 NEENAH Percentage

10 ROLAND HITECH Percentage

11 ADDITIONAL BRANDS Percentage